In Schoox, you have three different options for assigning curricula:
- assign curricula to specific employees
- assign curricula to a group of employees based on their job and location
- assign curricula to academy groups (an option available only for Admins and Group Creators)
For the third option (group assignment) please follow the link: How Can I Assign Curricula To An Academy Group?
The easiest way to start assigning a curriculum to employees is to navigate to the desired curriculum and click the big blue Assign button.
You are then landing into the Curriculum Panel, where you will be given the option to assign the curriculum either to specific employees (Individual Assignment) or to a group of employees based on their job and location (Advanced Assignment).
Please note that only Admins, Training Managers and Managers with the Assign Training permission enabled can assign a Curriculum.
Alternatively, you can assign a curriculum by clicking on the Assign Curriculum option in the Curriculum's Administration Panel.
In the window that appears, you will be given the option to assign the curriculum either to specific employees (Individual Assignment), or to a group of employees based on their job and location (Advanced Assignment).
1. Assign a curriculum directly to employees
You can find individuals easier using the Search field and drop-down filter menus.
To assign an individual to this curriculum, simply click the plus ("+") symbol beside their name in the left-hand column. Their name will then appear in the right-hand Selected column.
To remove an individual from the list, click the Minus("-") symbol.
After selecting the desired individuals, you can give them a due date by typing in either the number of days in which they have to complete the curriculum or a specific date by which the curriculum needs to be completed. Please note that in both cases, the due date is being defined based on the logged-in user's (assignor's) preferred timezone.
Type in a personalized message to them, if you'd like, add an attachment, if you want to, select if you want the prerequisites (if any) to be assigned too and click on the Assign button.
Each of these individuals will then receive a notification in Schoox, and an email if they've set up that functionality.
Please note that you have the choice to either assign this curriculum to the selected individuals this one time or schedule a future, one-off assignment. Please check the following article for some more details in this: Can I set curricula to be assigned on future dates?
2. Assign a curriculum to a group of people based on their job and location
You can also assign a curriculum to one or more groups of people based on their job and location. Moreover, you can create an assignment rule to assign future hires automatically.
Under Advanced assignment, select the jobs to which this assignment is associated.
Then, select both the desired Above Units and Units in their respective columns and filter using the drop-down menus, if needed. By clicking on the view selected option, only the items that you have already selected will be filtered.
The number of individuals affected will appear below.
You have the option of using an extra filter in order to assign the curriculum only to members who have a specific language set as a preferred Content language.
Moreover, you have the choice to either assign this curriculum to this group this one time, schedule a future, one-off assignment, and/or setting up a rule that will automatically assign to individuals within these parameters in the future.
Check Automated Assignment Rule to make this assignment a rule for future academy members. Check Exclude existing academy members if you ONLY want this to pertain to future academy members, as opposed to assigning it now.
Note: If you have this option checked, you will be able to decide if you want the assignment rule to include any possible reactivations.
You have the option to set a Rule Start date and a Rule Expiration date per auto-assignment rule which will define until when the rule should be active.
The Unassign when criteria are not met anymore checkbox gives you the option to define if curricula assigned to users from that rule, should be unassigned from them once they lose their job/ (Above) Units/ Custom fields and they do not meet the criteria anymore. If this option is checked, the users that do not meet the rule's criteria will be unassigned from curricula that they haven't completed yet.
Important note: The un-assignment will occur only for curricula that were assigned from an automated assignment rule. The curricula that were directly assigned to users, will not be unassigned from them. While setting up a new rule for your academy, excluding the future members (Exclude existing academy members option is unchecked), the system performs two different actions:
- Assign now: Direct assignment to the users that meet the rule's criteria at the time that the rule is being created
- Set rule: Rule's creation
The Unassign when criteria are not met anymore option will affect only the users that were auto-assigned with the course.
Last but not least, you have the option to set a Rule expiration date per auto-assignment rule which will define until when the rule should be active.
Add a due date and note and an attachment (if needed), select if you want the prerequisites (if any) to be assigned too, select if you want to assign the users who currently match the rule criteria, and click on the blue Set Rule button when finished.
Note: If you add a specific date as a due date, the same date will be copied and locked at the Rule Expiration Date field. Once the date is reached the automated rule will expire.